When deciding whether to send a physical letter or an email, think carefully about the situation. For this reason, and to assure the appropriate use of work time, we ask staff members to limit internet use. The purpose of this policy is not to restrict employee access to products that will make you more productive. Use our free Letter to Notify Employees of Change in Policy to help you get started. The Number 1 Letter Writing Website in the world, Last Updated On September 19, 2018 By Letter Writing Leave a Comment. Summarize the new policy immediately, without getting bogged down in minute details. email is a business tool to help [COMPANY] employees serve our customers, communicate with vendors, streamline internal communications and reduce unnecessary paperwork. TO: To All Employees. Employees can reach our EAP through: Our free 24/7 hotline on [insert phone number.] It is highly recommend that each employee review and sign a copy of this document that then is added to their HR/Personnel file. We hope all the employees will adhere to these changes as they have adhered to the previously functioning policy. Rather, the goal is to minimize the risk to the organization's network. Confidential company information must not be shared outside of the company, without authorization, at any time. Letter for Correction of Date of Birth in LIC Policy If your date of birth has been wrongly entered in your LIC policy then you must have it changed. Email is to be used for company business only. Decide on the right method. Sample E-mail Policy This example policy can be tailored to meet your company’s specific needs and requirements. All reasonable requests that are not considered a network risk will be considered. To be sure of legalities in your area and in your industry, please consult an attorney. Viewing pornography, or sending pornographic jokes or stories via email, is considered sexual harassment and will be addressed according to our sexual harassment policy. This email policy outlines the acceptable … You also are not to conduct personal business using the company computer or email. This limits the possibility of breaches of the security of confidential company information. To: staff@widgetco.com From: howard@widgetco.com Subject: New Etiquette Policy. There will be strictly no exchange of commodities once they have been purchased. Find a Sample travel policy template for better understanding Internet use on company time or using company-owned devices that are connected to the company network is authorized to conduct company business only. Corporate Travel Policy is important document as it helps company to manage entire travel activities, domestic and international expense, reimbursement and payment procedure of the employees as per their grades and level. The following is a Sample of a Letter to Notify Employees of Change in Policy: Letter To Notify Employees Of Change In Policy Writing Tips, Letter To Notify Employees Of Change In Policy Template, Correction Letter - Sample Correction Letter, Application For Transfer Certificate (TC), Advertising Letter – Sample Advertising Letter, Endorsement Letter - Sample Endorsement Letter, Editor Letter - Sample Letter To The Editor, Departure Letter- Sample Departure Letter, Letter to Strengthen the Relationship with the Customer, Endorsement Letter – Sample Endorsement Letter, Delegation Letter – Sample Delegation Letter, Introduction Letter – Sample Introduction Letter. Any device or computer including, but not limited to, desk phones, smartphones, tablets, laptops, desktop computers, and iPads that the company provides for your use, should be used only for company business. In social media participation from work devices or during working hours, social media content that discriminates against any protected classification including age, race, color, religion, gender, national origin, disability, or genetic information is prohibited. This rule is important as food was permitted to be eaten in the balcony. For this, you have to write an application for change of date of birth in LIC policy. Calls outside of business hours will be answered by counselors trained in crisis management. We strongly encourage you to limit the use of social media to work-related content and outreach during work hours. Voicemail, email, and internet usage assigned to an employee's computer or telephone extensions are solely for the purpose of conducting company business. TO: FROM: DATE: SUBJECT: Employee Medical Policy. Voicemail, email, and internet usage assigned to … Introduction of attendance policy: Attendance policy template is needed in an organisation when the employee frequent absence and tardiness is causing disturbance in the business.With enlarged company in order to deal with employees issues, time and attendance policy is needed. This Employee Code of Conduct Company Policy template is ready to be tailored to your company’s needs and should be considered a starting point for setting up your employment policies. CONCLUSION. It is vital to communicate all the company’s codes, including the new ones and the changed ones to the workers. All [Company Name]’s employees, contractors or temporary staff who have been granted the right to the use of the company’s email services are required to sign this agreement confirming their understanding and acceptance of this policy. Dear WidgetCo Staff, In an attempt to make our office a more enjoyable place for everyone to be, we are implementing a few new policies to try to improve workplace morale: No food items are allowed on the balcony of the store. Easily Editable & … If there is anything you would like to clarify, please contact through this email thread only. Previously the company used to deduct 10% of the said salary. Explain the style and tone you expect employees to use in business emails. Subject: Notification of change in policy. In person at the EAP official’s office, from [10 a.m. to 4 p.m. Monday to Wednesday.] Giving sufficient knowledge goes a long way toward helping employees accept changes. To: All Staff Members. Any email content that discriminates against any of the previously mentioned protected classifications is prohibited. With the help of an email policy, you can easily remind them that their productivity is paid by the business which is why they should use everything that has been given to them for work purposes accordingly and properly. Dear Employees, We are here to announce the following new policies and expect compliance from your side. With nearly 80% of the people in the U.S. accessing social media, guidance about what employees can say and share has become more important. Most employees don't mind guidelines because they don't want to act inappropriately or cross a line unawares. Top 10 Reasons for Getting Fired and Helpful Tips, The Balance Careers Terms of Use and Policies, fair, understandable, and sensible policy, sharing any confidential or protected information, discriminates against any protected classification, Percentage of U.S. population with a social media profile from 2008 to 2019. In the event that you are forced to fire an employee, you’re going to have to clearly define these policies. Anybody who doesn’t receive such a letter may be indifferent to the changes and may, therefore, make a mistake that could have been avoided. This authorization is generally exclusive to decisions that the information technology (IT) department makes in conjunction with human resources. Respected Employees, This is to bring in your kind attention that our company has decided to introduce Health Insurance Policy for the employees. Mention them. Corporate emails are powerful tools that help employees in their jobs. Please note the preferences of fellow employees—for example, get permission from those who are parents before you use the name of their children online. For example, if you have increased the timings of the store from 7 p.m. to 8 pm, be sure to apologize because some employees might have to travel a greater distance and may, therefore, take more time in reaching home. Scope This policy applies to all users of information assets including employees, employees of Thus we can conclude that in the business field, letters to your employees play a very important role, as this will promote a feeling of expression of any work. Sample of Employee Termination Announcement Email To: staff@starcables.com Subject: Employee termination announcement Dear all, I am sending this email to inform you about the departure of Mr. Daniel Vittinghus from our organization. So, the development of a fair, understandable, and sensible policy along with thorough training should be a top priority. Removing such programs from the company network requires IT staff to invest time and attention that is better devoted to making technological progress. However, the new store policy prohibits this. Staff Vacation Policy. The purpose of the policy is to minimize risk associated with Internet and e-mail services, and defines controls against the threats of unauthorized access, theft of information, theft of services, and malicious disruption of services. Memos (memorandums) are regarded as a simple way for circulating information to the employees within the members of the company. Always be transparent with your changes. Sample letter to announce the changes in an existing policy or a new one policy into existence Effective from today itself, XYZ Ltd. is implementing a change in policy which we expect each and every employee to be strictly following. If time is of the essence (for example, if you have a family emergency and need to take the day off), email is likely the best choice. This is important if all the changes are to be implemented properly by all the employees or members. As an employer, you have the right to protect your business interests and confidentiality with an email usage policy. Use an optimistic, hopeful tone (rather than a scolding tone) that makes readers feel as though the change is in their favor. According to this amendment, all those employees who will report at work late for more than three times in a month, they will be fined … [email protected]) or department (e.g. Content. The timings of the store’s openings have been modified, from 10.00 pm to 10.30 pm. Sample Email Outlining New Policy. A New Employee Announcement letter is a formal announcement about the joining of a new employee in a company. Only people appropriately authorized, for company purposes, may use the internet to access and download additional software. Use of email by employees of [business name] is permitted and encouraged where such use supports the goals and objectives of the business. Internet use also creates the possibility of contamination to our system via viruses or spyware. 2: Tell the reader how the policy will benefit both employees and the company. Spyware allows unauthorized people outside of the company potential access to company passwords and other confidential information. Our sample email use policy is designed to help you create a policy that works for your business. 3: Thank the employees for cooperation and offer to answer questions. No matter in what job you are, you need to correspond … The office computer and internet is only for the use of work related to XYZ Ltd. Consider using this sample internet and email policy to provide clear guidance to your employees about what constitutes appropriate internet and email use at work. A Company’s Code favors the employer as well as the workers, with rules and regulations that state as to what is acceptable and what is unacceptable in the workplace. You are strongly encouraged not to share disparaging information that places your company or co-workers in an unfavorable light. Policy elements How employees can access our EAP. Here are some of the reasons why an employee email policy is deemed to be beneficial and important: 1. Your employer understands that part of what you do in social media is outreach that recruits new employees and enhances our company brand. From: HR Department. Here are the final new words: 1-Due to skyrocketing candy feasting, Company will no longer provide infinite free candy bars to employees. Memorandum. Tips for Writing Employee Emails and Letters . New Policy Announcement Email Sample. Sample Internet and Email Policy for Employees. The changes are those as listed below: [Mention all the changes made in the existing policy. This letter is being written to you all to inform you of certain changes the management has felt it necessary to introduce into the current policy structure. The company's reputation and brand should be protected by all employees. Holiday Policy – All full time employees of this organization are entitled to five (5) days of paid holidays for each employment term. Ask the employee to sign the notification at the end. Any employee who sends an email that violates this policy will be dealt with according to the harassment policy. This policy applies to all employees, vendors and partners who are assigned (or given access to) a corporate email. The following is the Email Format to be followed for a Letter to Notify Employees of Change in Policy: To: name@email.com From: name@email.com To All Employees. The company’s policies account for all the information on subjects like taking paid leave, learning and training, worker evaluation, drug testing, and social media usage. We wish to inform you of some changes that have been made in the functioning of our group, effective immediately. You may use personal electronic devices that are not connected to the company network to access any appropriate internet site during breaks and lunch. Sample Employee Code of Conduct Policy. [email protected]) Policy elements. The company has decided to deduct 50% of one day salary if an employee is late for thrice a month. If you leave the company for any reason, the company will require that you return the equipment on your last day of work. Be concise and detailed.] Available in A4 & US Letter Sizes. Warn that if an employee is found to be in breach of the email policy rules, this could result in disciplinary action, up to and including summary dismissal. Subject: Notification of change in policy. Susan Heathfield is an HR and management consultant with an MS degree. Additionally, under no circumstances may company-owned computers or other electronic equipment, including devices owned by the employee, be used on company time at work to obtain, view, or reach any pornographic, or otherwise immoral, unethical, or nonbusiness-related internet sites. Adapt it to suit the needs of your culture and the environment you want to provide employees at work. Any employee who participates in social media and violates this policy will be dealt with according to the company harassment policy. The changes are those as listed below: [Mention all the changes made in the existing policy. This is at the request of several senior employees. By using The Balance Careers, you accept our. SAMPLE TEXT [COMPANY] Email Policy [version or date] Date [COMPANY] provides email to all authorized employees. Example 10: Employee medical policy letters. Dear Employees, We would like to bring to your notice the recent changes made by Management in policy related with employees coming late at work. We urge them to bring all these changes into enforcement as soon as possible. You want to go on record to define what employees can do from work-provided or employee-owned devices that are used by or involve your employees, your workplace, or your company. Please keep this in mind, also, as you consider forwarding nonbusiness emails to associates, family, or friends. "Percentage of U.S. population with a social media profile from 2008 to 2019," Accessed Nov. 22, 2019. Memorandum. Emails Are For Business Use. We have ended the bus routes to all your respective managers, and you can check the bus numbers and the pick-up points. This email may be assigned to an individual (e.g. Some job responsibilities at the company require access to the internet and the use of software in addition to the Microsoft Office suite of products. She has covered HR for The Balance Careers since 2000. An employee email policy is very important to the smooth flow of business operations and the proper interaction of employees to their co-employees, the management and the clients of the company. Please do not consider your electronic communication, storage, or access to be private if it is created or stored on work systems. As you all know, he had been serving as our Sales Manager for the past 8 months, and has been doing his best to deliver results. Employees who are logging in at 6.30 am to 7.30 am and log out after 8.30 pm will be provided with cabs for home pickup and drop. To All Employees, We wish to inform you of some changes that have been made in the functioning of our group, effective immediately. Date:__________[on which the letter is written]. To, All Employees, Management Department, XYZ Company, 729-St.Louis Street, Florida, USA. An email policy can make it easier for you to ensure that employees are aware of how their email usage can affect their work processes. Sample Notification Letter to Inform Employees of New or Change in Policy. Additionally, you are prohibited from sharing any confidential or protected information that belongs to or is about the company. Quickly Customize. The employees of remaining shifts will have to take a bus from there pick up points. 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On March 1, all employees with a Firestone building access card will be eligible to park in the Hyson parking garage after normal working hours. Nonbusiness related emails waste company time and attention. If you need access to software or websites not currently on the company network, talk with your manager and consult with the IT department to explain what returns you expect to receive from the product. All the employees are requested to be alert to inform any malpractices about the driver mainly female employees are requested to report about any misbehavior of the driver. We hope that all our employees and will read and correctly comprehend our new policy. Sample Letter. It is our company policy to also include sexual preference, gender identity, and weight under discrimination protection. As per the enterprise policy, all of you are entitled to avail cabs from the morning, and all the employees are provided with cabs at any shift timing but going forward there is a slight change in the policy. Many employees even have social media responsibilities in their job descriptions, including social media marketers, tech support, and recruiters. Atrophy International. This letter is to inform you of the change in existing company policy with regards to the latecomers. The template of a word memo is required by a company or a businessperson for passing around an official event details or news within the team or company. FROM: DATE: SUBJECT: New Parking Arrangement. Also, the cabs will pick up from home to office and office to home. We’re sorry for any inconvenience caused. An employee code of conduct policy may also be referred to as a conduct in the workplace policy. Announcement Letter of New Policies for Employees. Also, mention that the revised policy will help in the growth of the company or the organization. Always apologize if the changes you’re making are changes you know will cause some inconvenience to the employees or members. These emails are prohibited at the company. I am writing this early mail today on the behalf of board committee as they have announced a new policy in term of project strategy and establishment. About our email use policy . We hope all the employees have taken note of this change. This letter is crucial as it informs all the members or employees of any changes that are to be adhered to in the future. It also provides some advice on email etiquette, so you can reduce email overload and ensure your staff use email appropriately. The lives and actions of your co-workers should never be shared online. Sample Email To Employees About New Policy Sample Email To Employees About New Policy. Employees are requested to be on time; the buses will not wait for anyone. Make sure that you have clear policies regarding an employee’s termination. This usually … Employees are also requested to take the buses only if they are getting dropped at the office; there will be no drop in between the routes. This is the notification from the Transport Department to all the staff of Tourism Department of _________________ Company (name of the enterprise). Sample Employee Email Policy (PDF) Sample Employee Email Policy (WORD). Keep in mind that the company owns the devices and the information on these devices. Sending or forwarding discriminatory emails will result in disciplinary action that may lead to employment termination. From, Human Resource Department, XYZ Company, 729-St.Louis Street, Florida, USA. Include effective dates. Here, the ‘term’ refers to the time that is equivalent to – (i) six (6) months in a condition when an employee … Statista.com. Software needed in addition to the Microsoft Office suite of products must be authorized by your manager and downloaded by the IT department. Thank you for your cooperation in advance. Instantly Download Employee Email Policies Template, Sample & Example in Microsoft Word (DOC), Google Docs, Apple Pages Format. This email use policy helps your employees understand the rules about using email. Because we want to create a healthy work environment, Davis Aerospace Technologies has established the following policies regarding employee health: Prospective Employees If you need additional information about the meaning of any of this communication, please reach out to your manager or the human resources staff for clarification. Changes in store policies are to be recorded concisely and correctly so that there is no confusion among the employees. Be concise and detailed.]. Consequences of breaching the policy. If the first pickup in the cab is a female employee, please check if security is provided or else do not board the cab. However, [business name] has a policy for the use of email whereby the employee must ensure that they: 1. comply with current legislation 2. use email in an acceptable way 3. do not create unnecessary business risk to the company by their misuse of the internet Though it may seem obvious, your policy should be clear that the use … Management and other authorized staff have the right to access any material in your email or on your company computer at any time. When a new employee comes … An effective internet and email policy that helps employees understand what is expected of them regarding how they use their devices for work is a must for employers and employees. A “credit system “can has been placed in the candy basket, and all are asked to pay 45 … Cabs will not be provided for any personal drops. A copy of thorough information about the policy is provided below. Email at [insert email address.] The Balance Careers uses cookies to provide you with a great user experience. Want to Know What Goes Into an Employee Handbook Table of Contents? The email system is intended primarily for business purposes. Click Here To Get Sample Email To Employees About New Policy. Your employer also understands that the relationship of our employees to an online world that you spend time in 24/7 can lead to the blurring of work time and off-work time. This change will come in effect from 1 st April, 2017. A letter informing employees of the change in policy is a formal letter written to inform the employees of a company or organization of any recent changes, improvements or improvisations in the company’s or group’s current function policy. Immediate termination is the most frequent disciplinary action that the company may take in these cases. Keep in mind that the company owns any communication sent via email or that is stored on company equipment. 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